HomeMy WebLinkAboutAgenda Packets - 2002/08/05 (2)
CITY OF MOUNDS VIEW
WORKSESSION AGENDA
MONDAY, August 5, 2002
7:00 PM (PLEASE NOTE TIME CHANGE)
CALL TO ORDER
ROLL CALL: Sonterre, Quick, Marty, Stigney, Thomas
Items Discussed Per Consensus
_______ 1. Northwest Youth and Family Services—Kay Andrews
_______ 2. Joint Powers Agreement/City Budget- Nyle Zikmund
_______ 3. Presentation by Outdoor Promotions of Colorado, Regarding a
Proposal to Locate Bus Shelters in the Community - Ericson
_______ 4. Discussion of the Final Draft County Road 10 Corridor
Redevelopment Plans – Ericson & Lee
_______ 5. Review Garbage Collection Exemption –Miller & Ericson
_______ 6. Interim Organization for the Police Department-Reed/Brennan
_______ 7. Grounds/Equipment Manager Position-Reed
_______ 8. Cable Operator Positions-Reed
_______ 9. County-wide HRA Levy Discussion – Ericson
_______ 10. Tree Removal at Long Lake Road and County Road 10 - Ericson
________________________________________________________________
Next Council Work Session: September 3, 2002
Next Council Meeting: August 12, 2002
Item No: 5
Type of Business: Work Session
Meeting Date: August 5, 2002
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Givonna Reed, Assistant City Administrator
Tim Brennan, Acting Police Chief
Item Title/Subject: Discussion Regarding Interim Reorganization of the Police
Department
Date of Report: August 1, 2002
With the departure of the Police Department Administrative Assistant there is a
need to rearrange coverage of office duties and responsibilities in the Police
Department. The Acting Chief has requested approval to shift responsibility and
coverage in order to handle the administrative duties within the department.
The Deputy Chief has proposed to have the Senior Clerk Typist assume the
duties that the Administrative Assistant was responsible for. To allow the Senior
Clerk Typist the extra time necessary to handle the additional duties the part-time
Community Service Officer would move to full-time. The Community Service
Officer would be responsible for several of the duties of the Senior Clerk Typist,
excluding the data entry responsibilities which require state or federal
certification. Some of the Community Service Officer’s regular responsibilities
would be handled by police officers.
Below is a general overview of the duties the Senior Clerk Typist and Community
Service Officer will take responsibility for during this interim period. All duties will
be handled on a priority level, as there will likely be some duties that will only be
accomplished if time allows.
Senior Clerk Typist: ensure reports are routed to the appropriate agency(s);
maintain the stolen article files and reporting; handle purchasing and accounts
payable coding; process license and gun permit applications and conduct
necessary background checks; classify/process and file incident reports; update
and file court dispositions; handle all required state and federal crime reporting;
handle a variety of administrative duties needed to assist the acting chief in his
duties. (90% higher classification duties, 70% of her own duties)
Community Service Officer: copy the necessary reports and information for
forwarding/routing then faxing or mailing as directed to the appropriate
agency(s); maintain availability of all required report forms for officers; enter daily
traffic violation information into the data base; route mail; respond to requests for
reports or information from insurance companies; handle phone calls and walk-in
traffic. (40% higher classification duties)
The City does have a policy for compensating employees who are working out of
classification. The policy states that department directors must receive approval
from the Council before reorganizing departments with the intent to compensate
employees under this policy. Out of necessity, the reorganization has already
been implemented in the police department, however no guarantees of
compensation under the policy have been made by the Acting Police Chief or
Administration.
The “Working Out of Classification Policy” (attached for your convenience) states
that an employee must take on 75% of higher classification duties for two
consecutive months in order to qualify for a 5% to 10% increase over their
regular wage. Under the interim reorganization plan, the Senior Clerk Typist
does qualify for compensation under this policy. Although the Community Service
Officer does not qualify for compensation under this policy, the Acting Police
Chief is requesting that her vacation and sick leave accruals be adjusted to that
of a full-time employee during the interim arrangement.
Recommendation
Authorize the interim reorganization for a period not to exceed two
months without Council approval and authorize the Senior Clerk Typist to receive
compensation for working in a higher classification position. Compensation
would be paid at the end of the two month period and would be based on
performance. Authorize an adjustment of vacation and sick leave accruals for
the Community Service Officer during the interim arrangement.
Respectfully Submitted,
Givonna Reed
City of Mounds View Policy for Compensating Employees
Working in Higher Classification Positions
1. Compensation for working in a higher classification position may be
provided to regular full- and part-time employees for the adequate
performance of duties normally performed by an employee of higher
classification.
2. The performance of higher classification duties must encompass at least
75% of the full range of responsibilities of the higher classification position
for at least two consecutive months.
3. Designation and assumption of higher classification duties under this
policy shall occur only after formal approval by the City Administrator and
City Council. The City Administrator and City Council must also approve
the percentage of time the employee will spend time performing duties of
the higher classification position prior to the assumption of duties.
4. An employee’s performance will be evaluated by her/his department head
every two months. Performance will be evaluated based on criteria
outlined in the current performance evaluation form and the additional
duties assigned.
5. An employee’s performance will determine whether an employee qualifies
for compensation under this policy and, if so, compensation will be on a
sliding scale ranging from 5% to 10% of the employee’s base wage.
6. Recommendations from department heads for compensation under this
policy must be approved by the City Administrator and City Council. If
awarded, compensation under this policy will apply to the percentage of
time spent performing the duties of the higher classification position.
7. When the vacancy is filled or when the employee returns to her/his regular
position, whichever occurs first, the employee’s salary will be readjusted to
its previous level.
8. Benefit accrual rates (sick and vacation leave) will be adjusted when
appointment to a higher classification position requires that regular part-
time employees work at least three quarter time. Benefit accrual rates will
be adjusted to normal levels once the vacancy is filled or when the
employee returns to her/his regular hours, whichever occurs first.
9. Overtime and compensatory time accrued while performing duties of a
higher classification position will be paid retroactively at the applicable rate
at the end of each two-month period spent in the higher classification
position.
Item No.6
Meeting Date: August 5, 2002
Type of Business:
WK: Work Session; PH: Public Hearing;
CA: Consent Agenda; CB: Council Business City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Givonna Reed, Assistant City Administrator
Item Title/Subject: Discussion Regarding Grounds/Equipment Manager
Position
Date of Report: July 31, 2002
Attached is the proposed job description for the Grounds/Equipment Manager
position which was created by the Council at the May 20, 2002 Special City
Council meeting.
The attached job description was created for this position and was evaluated by
Labor Relations. Labor Relations recommends that the points and maximum
annual salary be at 275 and $42,000 respectively. The steps would be as follows
1-$33,600 2-$35,700 3-$37,800 4-$39,900 5-$42,000
Recommendation
Direct staff to draft a resolution establishing the pay and points for the
Grounds/Equipment Manager.
Respectfully Submitted,
Givonna Reed
CITY OF MOUNDS VIEW
POSITION DESCRIPTION
POSITION TITLE: Grounds/Equipment Manager
DEPARTMENT: Golf
DATE: July 2002
FLSA STATUS: Exempt
PRIMARY OBJECTIVE OF POSITION
To perform a variety of supervisory and professional work in the maintenance of
the golf course and maintenance and repair of motorized and other mechanical
equipment. To serve the Bridges customers in all areas of the operation as
necessary.
SUPERVISION RECEIVED
Works under the general guidance and direction of the Golf Course Manager.
SUPERVISION EXERCISED
Supervises seasonal staff as assigned.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Grounds
• Maintains the greens, tees and fairways including aerifying, top dressing,
seeding and sodding.
• Implements watering and drainage program determining timing and quantity
of water and correction of drainage problems.
• Supervises and performs maintenance operations such as mowing, raking
and repair of course equipment.
• Manages and supervises assigned operations to achieve goals within
available resources; plans and organizes workloads and staff assignments;
trains and evaluates assigned staff; reviews progress and directs changes
as needed.
• Issues written and oral instructions; assigns duties and examines work for
exactness and conformance to policies and procedures.
• Assist in the planning, laying out, and supervising the construction and
maintenance of greens, tees, and fairways
• Understand irrigation systems, pumps, and be able to repair them.
• Assign routine jobs on a daily schedule to seasonal employees
Equipment Repair
• Inspection, diagnosis and repair of mechanical defects in automobiles,
truck, sweepers, rollers, mowers, and other mechanical equipment used in
road and utility work
• Performs general overhauling; grind valves; repairs transmissions,
differentials, carburetors, distributors, fuel pumps, steering systems,
starters, generators, universal joints, sirens, hydraulic systems and high-
pressure pumps and valves;
• Install and adjust brakes; install batteries, tires, wiring and glass;
occasional machining or welding work in making fitting used in automotive
equipment;
• Painting or body and fender repair work; maintain records of repairs made,
orders and time worked; occasionally make emergency repairs out of the
shop.
• Supervise the use of equipment and material in building greens, fairways,
roads and paths
• Direct construction work involving the use of equipment.
• Supervise the repair and maintenance of all mechanical and motorized
equipment
• Supervise and participates in the operation and maintenance of pumps,
and in the maintenance of irrigation and drainage systems
MINIMUM QUALIFICATIONS
Education and Experience
(A) Two years training/experience in turf management and disease control
(B) Two years experience in golf course equipment repair
(C) Minnesota Pesticide Applicators License
(D) One year supervisory experience
DESIRED QUALIFICATIONS
Education and Experience
(A) B.A. in Horticulture, Turf Grass Science or a related field
(B) Certification as a mechanic
(C) Three years supervisory experience
NECESSARY KNOWLEDGE, SKILLS AND ABILITIES
(A) Considerable knowledge of the business management practices of municipal
golf courses; some knowledge of municipal finance, accounting, sales and
marketing;
(B) Skill in coordinating and course and range use, tournament play, league play,
and recreation philosophy in general.
(C) Ability to work independently with a minimum of supervision; ability to
communicate effectively orally and in writing; ability to effectively supervise
staff; ability to establish effective working relationships with employees,
supervisors, golf associations and patrons, and the public.
TOOLS AND EQUIPMENT USED
Knowledge of use of turf and landscaping equipment, including tractors, mowers,
airifier, chain saw, edgers, weed trimmers, electric motors, pumps, sprinklers, and
irrigation systems; motor vehicle; phone; copy and fax machine; personal computer
including word processing and data bases software; cash register; calculator; mobile
or portable radio.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met
by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to
perform the essential functions.
While performing the duties of this job, the employee is regularly required to reach
with hands and arms. The employee frequently is required to stand; walk; and use
hands to finger, handle, feel or operate objects, tools, or controls. The employee is
occasionally required to sit; climb or balance; stoop, kneel, crouch, or crawl; and talk
or hear.
The employee must frequently lift and/or move up to 50 pounds and occasionally lift
and/or move more than 100 pounds. Specific vision abilities required by this job
include close vision, distance vision, color vision, peripheral vision, depth perception,
and the ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an
employee encounters while performing the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to
perform the essential functions.
While performing the duties of this job, the employee occasionally works near
moving mechanical parts and in outside weather conditions. The employee is
occasionally exposed to wet and/or humid conditions.
The noise level in the work environment is moderately quiet.
SELECTION GUIDELINES
Formal application, rating of education and experience; oral interview and reference
check; job related tests may be required.
The duties listed above are intended only as illustrations of the various types of work
that may be performed. The omission of specific statements of duties does not
exclude them from the position if the work is similar, related or a logical assignment
to the position.
The job description does not constitute an employment agreement between the
employer and employee and is subject to change by the employer as the needs of
the employer and requirements of the job change.
Approval: ______________________ Approval: ____________________
Supervisor Appointing Authority
Effective Date: August 2002 (XXX Hay Pts) Revision History:
Item No. 7
Meeting Date: August 5, 2002
Type of Business:WK
WK: Work Session; PH: Public Hearing;
CA: Consent Agenda; CB: Council Business City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Givonna Reed, Assistant City Administrator
Item Title/Subject: Cable Operator Positions
Date of Report: July 31, 2002
As the Council is aware, a few months ago the Finance Director made
arrangements with CTV to have an individual (Brandon) fill the Cable Operator
position left vacant by Jay Erickson’s departure. As Brandon will be leaving for
college soon, staff has made arrangements with CTV to have another individual
fill this position on an interim basis. This Friday the individual will meet with staff
to review taping procedures and schedules.
There is a need to fill the vacant Cable Operator position on a permanent basis.
In 2000 and 2001 each of the City’s Cable Operators worked an average of 3 to
5 hours weekly.
The attached job description was created for this position and was evaluated by
Labor Relations. Labor Relations recommends that the points be set at 180.
The recommended maximum hourly wage is $12.50.
Recommendation
Direct staff to advertise the vacant Cable Operator position.
Respectfully Submitted,
Givonna Reed
CITY OF MOUNDS VIEW
POSITION DESCRIPTION
Position Title: PT Cable TV Operator
Department: Administration
Accountable To: PT Cable TV Technician
Status: Non-exempt
PRIMARY OBJECTIVE OF POSITION
To record live city meetings from the City Council chambers and produce/edit
city-based television programs.
SUPERVISION RECEIVED
Works under the general guidance and direction of the Cable TV Technician.
SUPERVISION EXERCISED
None.
ESSENTIAL DUTIES AND RESPONSIBILTIES
• Record live regular and special city meetings from the City Council
chamber via the digital remote camera system.
• Assist with recording various city-related television programs in studio
and from the field.
• Program channel-scheduling and digital city bulletin board updating as
needed.
• Cable cast every regular and special City Council meeting and assure that
the tapes are replayed at scheduled times.
• Cable cast other special public information meetings as directed.
• Performs editing as necessary for special programs.
• Performs technician taping procedures for programs intended for viewing.
• Prepares messages for the Cable monitor.
• Maintains the Cable TV equipment and material and supplies so that they
are in good working order.
• Catalogues and stores tapes in the tape resource library.
PERIFERAL DUTIES
Assist in other areas as assigned.
MINIMUM QUALIFICATIONS
(A) A high school diploma or G.E.D. equivalent.
(B) Two years or more of increasingly responsible related experience
(C) Experience and knowledge in video and/or television production.
(D) Experience and knowledge with current video/television technologies and
resources.
(E) Computer knowledge and experience.
DESIRED QUALIFICATIONS
(A) Experience and knowledge with live video productions and/or television
programs.
(B) B.A. in Communications or related field
(C) Working knowledge of governmental principles and practices.
NECESSARY KNOWLEDGE, SKILLS AND ABILITIES
(A) Knowledge and responsibility to work alone effectively.
(B) Knowledge of the equipment used and ability to troubleshoot, especially
during live productions.
(C) Working knowledge of computers, communications and graphics software.
(D) Ability to develop, coordinate, and direct varied activities involved in
government access programming.
(E) Ability to establish and maintain effective working relationships with
employees, supervisors, vendors, contractors, participants, and the
general public.
(F) Ability to communicate effectively orally and in writing.
(G) Creative, energetic and dedicated to television production and civic
communication.
SPECIAL REQUIREMENTS
Valid state driver’s license.
TOOLS AND EQUIPMENT USED
Video, audio and cable related equipment, calculator, photocopier, fax machine,
telephone, automobile
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be
met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities
to perform the essential functions.
While performing the duties of this job the employee is frequently required to
walk, sit, talk and hear. The employee is occasionally required to use hands to
handle, feel or operate objects, tools, or controls and reach with hands and arms.
The employee is occasionally required to climb or balance, stoop, kneel, crouch,
or crawl.
The employee must occasionally lift and/or move up to 50 pounds. Specific vision
abilities required by this job include close vision, color vision, and the ability to
adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those
an employee encounters while performing the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities
to perform the essential functions.
While performing the duties of this job, the employee occasionally works in
outside weather conditions. The employee is occasionally exposed to wet and/or
humid conditions, toxic or caustic chemicals.
The noise level in the work environment is usually quiet while in the office and
moderately loud when in the field.
SELECTION PROCESS
City of Mounds View application, rating of education and experience, oral
interview and reference and background check, job related tests may also be
required.
The duties listed above are intended only as illustrations of the various types of
work that may be performed. The omission of specific statements of duties does
not exclude them from the position if the work is similar, related or a logical
assignment to the position.
The job description does not constitute an employment agreement between the
employer and employee and is subject to change by the employer as the needs
of the employer and requirements of the job change.
Approval: Approval:
Supervisor Appointing Authority
Effective Date: August 2002 (180 HAY pts) Revision History:
Item No: 8
Meeting Date: August 5, 2002
Type of Business: Worksession
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: James Ericson, Community Development Director
Item Title/Subject: Discussion Regarding a Possible County-Wide HRA
Levy
Date of Report: July 31, 2002
Background:
As I reported to you in a memo dated July 23, 2002, Ramsey County hosted a meeting on July
10, 2002 to discuss with communities the possibility of instituting a county-wide HRA levy as
allowed in Minnesota Statutes 469.033 Sub 6. The funds that would be generated from this
levy would be used to promote housing and redevelopment activities within the County’s
suburban communities. (Dakota County already has a county-wide HRA levy, the proceeds
from which are used to support senior housing in the county.)
Discussion:
The discussions at this point are preliminary and the meeting was held to determine (1) if
there would be support for such a levy, (2) would the levy benefit the communities, and (3)
how the funds should be spent. Generally speaking, there was a strong interest in further
exploring a possible county HRA levy yet many were concerned about how the program
would be managed.
Specifically, some of the meeting attendees asked who would manage the funds, how
projects would be prioritized, how the HRA would be governed and what the application
process would involve. Another question was if the funds could be used for commercial
projects or just housing.
Another meeting will be scheduled in the near future with additional information to address
many of the initial questions.
Recommendation:
The County would like to know if the City Council, generally speaking, might be interested
in supporting such an endeavor, bearing in mind that this is still in the planning stage.
Your response will be forwarded back to the County and would be considered in their
final decision.
_____________________________________
James Ericson
Community Development Director
763-717-4021
MINNESOTA STATUTES
CHAPTER 469
ECONOMIC DEVELOPMENT
469.033 Public Redevelopment Cost; Proceeds; Financing.
Subd. 6. Operation area as taxing district, special tax. All of the territory included within
the area of operation of any authority shall constitute a taxing district for the purpose of
levying and collecting special benefit taxes as provided in this subdivision. All of the taxable
property, both real and personal, within that taxing district shall be deemed to be benefited
by projects to the extent of the special taxes levied under this subdivision. Subject to the
consent by resolution of the governing body of the city in and for which it was created, an
authority may levy a tax upon all taxable property within that taxing district. The tax shall be
extended, spread, and included with and as a part of the general taxes for state, county, and
municipal purposes by the county auditor, to be collected and enforced therewith, together
with the penalty, interest, and costs. As the tax, including any penalties, interest, and costs,
is collected by the county treasurer it shall be accumulated and kept in a separate fund to be
known as the "housing and redevelopment project fund." The money in the fund shall be
turned over to the authority at the same time and in the same manner that the tax collections
for the city are turned over to the city, and shall be expended only for the purposes of
sections 469.001 to 469.047. It shall be paid out upon vouchers signed by the chair of the
authority or an authorized representative. The amount of the levy shall be an amount
approved by the governing body of the city, but shall not exceed 0.0144 percent of taxable
market value. The authority shall each year formulate and file a budget in accordance with
the budget procedure of the city in the same manner as required of executive departments of
the city or, if no budgets are required to be filed, by August 1. The amount of the tax levy for
the following year shall be based on that budget.
C:\WINNT\Profiles\Jime\Favorites\City Council Stuff\Misc Reports\County HRA Levy Report - Aug 5, 2002.doc
Item No: 09
Meeting Date: August 5, 2002
Type of Business: Worksession
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: James Ericson, Community Development Director
Item Title/Subject: Proposed Tree Removal at Long Lake Road and
County Road 10
Date of Report: July 31, 2002
Background:
On July 1, 2002, the Council heard a request from Wendell Smith, representing Anthony
Properties of Dallas, Texas, to remove some trees at the corner of Long Lake Road and
County Road 10. The Council requested the City Forester inspect the site and provide a
recommendation regarding the request.
Discussion:
I have been to the property with both Mr. Smith and with Mr. Rick Wriskey, the City
Forester. Mr. Wriskey supports the removal of the trees identified by Mr. Smith, many
already being diseased and dying. Mr. Wriskey suggests the removal of additional other
trees and shrub growth growing into the overhead power lines and adjacent to the
trailway, which Mr. Smith has agreed to do. Mr. Wriskey’s letter is attached for your
review.
The benefit of this proposed removal activity is that the existing healthy trees would be
preserved, with some trimmed-up to remove low and damaged branches. The property
owner would assume all costs of the proposed removal, including those trees in the
County right of way and within the City’s trailway easement. Future tree replacement
could be considered when the owner submits a development proposal for the site.
Recommendation:
Based on the Forester’s recommendation, staff also supports the request to remove
certain trees at the corner of Long Lake Road and County Road 10 and supports
trimming other trees up to remove dead and damaged low-lying branches. If the Council
concurs, staff will inform Mr. Smith that he may proceed in accordance with and under
the direction of the City Forester.
_____________________________________
James Ericson
Community Development Director
763-717-4021
C:\WINNT\Profiles\Jime\Favorites\City Council Stuff\Misc Reports\Tree Removal Request - Aug 5, 2002.doc